Maintenance Request Form (Apartment)
A tenant maintenance request form — property and unit, tenant and contact, issue description and location, priority, permission to enter, pets/availability, and an office-use tracking section.
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MAINTENANCE REQUEST FORM Maple Court Apartments Unit: Apt 3B Date: May 23, 2026 TENANT Name: Sample Tenant Contact: (555) 012-3456 · tenant@example.com ISSUE Location: Kitchen — under the sink Priority: Urgent The sink drain is leaking and there is water pooling in the cabinet. Started yesterday and seems to be getting worse. I have placed a bucket underneath. PERMISSION TO ENTER Enter if I am not home (with proper notice)? [X] Yes [ ] No PETS / ACCESS / AVAILABILITY Friendly cat indoors — please keep the door closed so she does not get out. Available weekdays after 3 PM; key is with the front office. Photos attached: [ ] Yes [ ] No (attach photos if helpful) _____________________________ Date: __________ Tenant signature ------------------------------------------------------------------- FOR OFFICE / MAINTENANCE USE ONLY Received: __________ Work order #: __________ Assigned to: __________ Scheduled: __________ Completed: __________ Cost/parts: __________ Notes: ___________________________________________________________
About this template
A maintenance request form gives tenants a clear, consistent way to report problems and gives property managers what they need to fix them quickly and document the work — both of which matter, since landlords generally have a legal duty to maintain habitable housing and to make timely repairs. The details that make a request actionable are a specific **location and description** ("kitchen sink drain leaking into the cabinet" beats "sink broken"), a **priority** so true emergencies (no heat or water, flooding, gas smell, anything affecting safety) jump the queue, and the tenant's **best contact** and **availability**. Two fields prevent the most common friction: **permission to enter** when the tenant is not home (most leases allow entry for repairs with proper notice — often 24–48 hours depending on state law — but confirming the tenant's preference avoids disputes), and **pets/access notes** so a worker is not surprised by a dog or a locked gate. Encourage tenants to **attach photos**, which speed diagnosis and parts ordering. For managers, the **office-use section** (received date, work-order number, who it was assigned to, scheduled/completed dates, cost) turns the form into a maintenance record — useful for tracking response times, recurring issues, and demonstrating that repairs were handled, which can matter in a habitability dispute. Keep completed requests on file, respond promptly (especially to emergencies and anything affecting health or safety), and give tenants the notice your state requires before entering. This is a communication and tracking form, not a legal notice — for unresolved serious habitability problems, tenants and landlords should consult their lease and local landlord-tenant law.
When to use it
- A tenant reporting a repair or maintenance issue.
- A property manager intaking and tracking maintenance requests.
- Documenting the issue, priority, and permission to enter.
- Creating a maintenance record (work order, dates, cost).
What to include
- Property, unit, tenant, and contact.
- Issue location, description, and priority.
- Permission to enter and pets/access notes.
- Whether photos are attached and a tenant signature.
- An office-use section: received, work order #, assigned, scheduled, completed, cost.